Effective June 2, 2026 · Last updated June 2, 2026

Privacy Policy

Facility Management Pros Inc ("FacilityProof," "we," "us") operates FacilityProof, an internal facility-management platform used by cleaning companies and their clients to document, track, and evaluate cleaning services. This policy explains what we collect and how we protect it. FacilityProof is a professional, internal-use tool — there is no advertising and we do not sell personal information.

1. Information we collect

• Account information — name, email, phone number, and role (administrator, franchisee, client, employee/contractor).
• Job records — service dates, times, locations, before/after photos, AI quality scores, and client ratings.
• Location data (GPS) — real-time coordinates from employees/contractors only while actively using the app during a work assignment, used to verify on-site presence before a work timer can start and to give administrators a live view of active staff. Not collected when the app is closed or backgrounded.
• Tax identifiers — we store only the last 4 digits of an SSN/ITIN (employees) or EIN (subcontractors) for payroll reference. We never store the full number.

2. Camera & photo usage

The app accesses the device camera to capture before-and-after photos of cleaned spaces. For employee accounts, the live camera is required and gallery/photo-library access is intentionally restricted, to prevent submission of pre-existing images. Photos are reviewable by the facility administrator and the associated client.

3. AI-powered analysis

FacilityProof uses Claude AI (provided by Anthropic, PBC) via the Vercel AI Gateway to analyze before/after photos and generate quality scores and observations. AI scores are informational assessments based on visual information and are not guaranteed to be accurate; they should not be the sole basis for employment decisions.

4. How data is protected

Data is encrypted in transit (TLS) and at rest. Access is role-scoped: clients see only their own facility; franchisees only their unit; employees only their own assignments. We do not collect payment-card data, biometric data, or browsing history outside the app.

5. Third-party services

FacilityProof integrates: Anthropic Claude (photo analysis, via Vercel AI Gateway); Clerk (authentication); Neon (database hosting); Vercel (application hosting). Each is governed by its own privacy policy.

6. Your choices & data requests

Users may request access to or deletion of their personal data — see Delete Account, or contact privacy@facilitymanagement.pro. We respond within 30 days. Data retention follows applicable local laws.

7. Contact

Facility Management Pros Inc, 14 Meindl Way, Nottingham, NH 03290, United States. Privacy inquiries: privacy@facilitymanagement.pro.